You - The way you work relates to the success of your business.
Your Enterprise: It is about your team, and YOUR organization. Your work is critical to creating competitive advantage.
Easy: Easy isn't a "nice to have", it's a "MUST have" !. The easier it is to use, the easier it is to get everyone on board.
Mid-office: Sitting between the front office and back office is all the work that the PMO does.
On-Demand: Login and access your work anywhere you have internet access.
Project Management Offices, PMOs, once a strictly IT focused department, in recent years, have proliferated across the enterprise. PMOs are the driving force behind establishing enterprise standards, managing and reporting on schedules, risks, budgeting, quality, scope, and resources across all projects. You must streamline the new processes and implement consistent metrics for measuring projects using the right tools.
Take the PMO outside Information Services
Focus on Methods
Accessibility of the PMO "System"
Don't over-complicate the Process with Complex Tools
Standardisation of Reporting
Single Source for Communications
Diversity of Location
The PMO provides : • Project Management Services – trainer, consultant, practitioner of PM practices and techniques • Clarity of the role of projects and project management in the enterprise • Establishment of a standard project management methodology, including tools, a collaborative environment and communication standards • Development of forms and templates to facilitate the development of project estimates, project plans, project schedules, risk management, issues management, change management, project acceptance and project reports • a training progression for project management best practises and tools • training, coaching, guidance and mentoring - providing a workforce of competent project managers • a single point of contact for all project information • consultation to match business goals with appropriate technology solutions • increased resource utilisation across the organisation matching project needs with specialised skills, availability and geographic needs and helping to balance the workload of project managers and project team members across all projects • Management and enforcement of project priorities Utilising a collaborative workspace, the PMO staff can assist project managers with ; - administrative chores such as project schedule creation and update, report production anddistribution and maintaining other project documentsMethods, Processes and Metrics - Review and audit the implementation of project management in the corporation or enterprise to ensure good project management practices are being applied and provide assistance in complying with standard project management practices (training, coaching and mentoring) emphasiSing collaborative rather than punitive - Provide a central, customer-focused office to care for the concerns of the client, sponsor and stakeholders - Conduct, Collect and Report on information from project reviews - Receive, consolidate and distribute information for all projects - Provide assistance in selecting and analysing projects - Provide project metrics and a project dashboard or scoreboard for a variety of views throughout the enterprise - Ensure critical projects are on time and within the budget by providing objective accountability and review at every stage, from initiating to closing - A central point of control and communications for issues and risks across all projects - Provide centralised control of all projects under the control of the PMO - Increase communication and coordination across projects - Reduce project costs because common tasks are managed at the PMO level - Best-Practices and Lessons Learned Brokerage – document and collect successes and blunders - Gather project experience and data for use in future projects and to improve project management methods (knowledge management) - Collect the best documentation and techniques from each successful project to add to your project knowledge base such as project templates, estimates, etc. - Search outside the enterprise or company for best practices worthy of adopting internally
In a number of cases, the Project Management Office is both a physical location and project personnel. To start a Project Management Office, the company executive or senior manager responsible for project delivery will have to select an individual or individuals capable of: • Leading and managing a team to set up all functions of a PMO in a matrixed environment • Managing and tracking multiple priorities at the same time • Training, mentoring and coaching project managers • Communicating on all levels of project delivery • Managing and negotiating with contractors • Additionally, it is recommended that a company set aside a physical location (“War Room”) and create a collaborative workspace to be used for the PMO. The “War Room” should be set up to accommodate the tracking and management of information such as whiteboards or bulletin boards to allow the posting and tracking of project schedules, financials and resource schedules. • The web-based workspace should be implemented to allow the project teams to collaborate. Getting Started • Hire the PMO Director or Manager and the right people for the PMO • Set up the web-based PMO collaborative workspace and the physical space if needed • Create and agree on the project management methodology, templates, toolkits and tools to be used • Create the job descriptions, career progression and development paths and training needs and availability • Train all project team members in the process, the collaborative workspace, the methodology and the templates • Present all projects for consideration to the governance committee for selection • Start managing all projects with the methodology as a guide including the creation of the PMO and use the collaborative workspace for all activities • Consolidate all project documentations into PMO documentation and post to the collaborative workspaces • Coach and mentor project teams • Review projects while in progress and at completion. Present review information to the governance committee with recommendations to go forward, modify the project or discontinue the project to free up project and company resources • Collect and distribute customer satisfaction and project benefit information. Use the collaborative workspace as your presentation tool and portal for corporate project management knowledge
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